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Office Services Workflow Coordinator

4 weeks ago

Singapore WILLIAMS LEA PRIVATE LIMITED Full time
Roles & Responsibilities

The Workflow Coordinator for Office Services delivers exceptional customer service at front of house for our clients by coordinating office administration workflow in one or more of the following areas: Reception, general office services administration, hospitality, copy, mail services, intake and facilities.

Job duties

  • Coordinate workflow within the team, prioritizing jobs and delegating duties to associates.
  • Assist the team in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities, expansive administrative support requests)
  • Ensure team provides outstanding service to client, while building strong customer relationships.
  • Immediately escalate any operational problems or issues to Lead, Supervisor or Manager.
  • Produce required reports on schedule.
  • Provide job intake services as prescribed by manager.
  • Read, interpret and understand all requests (emails, phone, in-person, and forms).
  • Communicate with manager and client on job or deadline issues.
  • Conduct and direct quality assurance process to maintain efficient workflow and assure client satisfaction.
  • Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines.
  • Assess incoming requests selecting the best equipment and/or resources for successful completion
  • Make sure team follows standard operating procedures at all times.
  • Load copiers with paper and toner as needed.
  • Maintain all logs and reporting documentation as required.
  • Additional duties may include client or manager requests, such as setting-up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assist with reception coverage, manage multiple phone lines and/or visitor check-in.
  • Adhere to Williams Lea policies in addition to client site policies.
  • Use equipment and supplies in a cost-efficient manner.

Job qualifications

  • High school diploma or equivalent.
  • Minimum of three years' experience in office services preferably in a legal, banking or large corporate environment.
  • Experience directing workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
  • Intermediate computer skills required, generally using Microsoft Office.
  • Familiar with procedures supporting service line, such as reception, hospitality, mail and copy services, or other administrative support services
  • Front of house & reception focus
  • Demonstrates customer service skills needed to maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills.
  • Attention to detail with emphasis on accuracy and quality.
  • Ability to handle sensitive and/or confidential documents and information.
  • Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
  • Ability to make independent decisions and use problem-solving skills and in line with appropriate standards/procedures
  • Excellent problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
  • Must be able to interact effectively with multi-functional and diverse backgrounds in a fastpaced, team environment.
  • Must be self-motivated with positive can-do attitude.
  • Willing to do Overtime
Tell employers what skills you have

Customer Service Skills
Microsoft Office
Microsoft Excel
Interpersonal Skills
Landlords
Exceptional Customer Service
Invoicing
Administration
Mailroom
Data Entry
Office Administration
Administrative Support
Microsoft Word
Customer Service
Able To Work Independently